Human Resources

Timelines for some HR processes have been adjusted to account for the current situation. We thank you all for your patience and understanding during this difficult time.

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Performance and Talent Management

For 2020-21, both performance management and talent management deadlines have been extended.

Performance management

Employee assessments and ratings in performance agreements are due by July 31, 2020. Discussions about expectations, work objectives and learning and development plans for 2020–21 should also be completed by that date.

Details on the beginning of the 2020-2021 performance cycle for the senior cadre (EX/LC/LP-04 and -05) will be shared following communication of the Clerk of the Privy Council’s corporate priorities.

For employees in the senior cadre, and for senior excluded and unrepresented managers and specialists, final feedback and ratings will be communicated after the departmental review processes, and agreements can be closed at that time.

Talent Management

Substantive EX/LCs must complete their talent management questionnaire by the end of July.

Leave

Leave Approvals for Fiscal 2019-2020

The deadline to submit and approve leave requests for the 2019-2020 fiscal year in PeopleSoft has been extended to May 8, 2020. By this date, employees should have submitted all their leave transactions for 2019-20 and all managers should ensure no pending or unapproved leave requests remain in the system.

Following a successful upgrade that significantly increased our bandwidth, we have reduced the limitations on network usage. Activities that were previously on hold, such as submitting and approving leave requests in PeopleSoft, can now be carried out by managers and employees as they are able to do so. All employees are still urged to follow our best practices, but you may now access the network even during the peak period of 9:30 to 4:30 EDT.

When to Use the 699 Code for COVID-19-related reasons

General

The leave code 699 (Other Paid Leave) is intended to account for time (full or partial days) when you are unable to work for COVID-related reasons. Please note that if you work the number of hours as per your regular scheduled day, you should not record any leave for this day. The hours worked might not be congruous, and they might not be worked during your normal schedule.

Use of leave code 699 for COVID-related reasons will be available in situations where an employee is unable to work because of:

All employees should advise their managers when they will be using leave code 699. The leave must be entered as a single transaction for each COVID-related reason and that reason should be clearly identified in the comments section.

The scenarios set out below are intended to provide some additional guidance for employees and managers on the use of leave code 699 for COVID-19-related reasons. It is important to note that this new guidance on code 699 does not need to be applied retroactively to leave transactions (699 code) that are already entered in the HR system.

Family Care
Situation How to Use the Code upon return to work
My children cannot attend school or daycare due to closures or because of attendance restrictions and I’m not able to telework for the entire day or part of the day in order to provide appropriate care and supervision for my children Record leave for the hours you cannot work using the leave code 699. Input COVID - Family Care in the ‘comments’ section.
I need to care for my family during the day, but I can complete my regular work hours later at night or early in the morning Do not record any leave for this day.
I need to care for my family during the day, but I can complete a portion my regular work hours later at night or early in the morning Record leave for the balance of time you were unable to complete your regular hours. Input COVID - Family Care in the ‘comments’ section.
Illness
Situation How to Use the Code upon return to work
  • I have been diagnosed with COVID-19 and cannot work remotely, OR
  • I am experiencing COVID-19 symptoms and cannot work remotely, OR
  • I am at high risk for severe illness from COVID-19 and cannot work remotely, OR
  • I have a medical appointment related to a COVID-19-related illness
Record leave for the hours you cannot work using the leave code 699. Input COVID-Illness in the ‘comments’ section
I am living with a dependent that is at a high risk for severe illness from COVID-19 and I cannot work remotely Record leave for the hours you cannot work using the leave code 699. Input COVID - Illness in the ‘comments’ section
I am sick with an illness unrelated to COVID-19. Record sick leave in accordance with the relevant collective agreement.
I have medical or other appointments not related to COVID-19, so I can’t work the whole day Use the leave code according to the applicable collective agreement or terms and conditions of employment
Technology
Situation How to Use the Code upon return to work
I am able to telework, but the network is slow, so I am not as productive as I usually would be If you are working your regular hours in a day, do not record any leave for that day
I am otherwise available to work, but I have been asked not to use the network for all or part of the day so I cannot work a full work hours in a day If you cannot complete on-line training or other work that does not require the use of the Justice Network, record leave for the hours you cannot work using leave code 699. Input COVID- Technology in the ‘comments’ section
I would like to telework, but I do not have any equipment to connect to the network (laptop or tablet, crypto card) Discuss equipment requests with your manager to determine if there may be a solution available. If you cannot complete on-line training or other work that does not require the use of the Justice Network, record leave for the hours you cannot work using leave code 699. Input COVID-Technology in the ‘comments’ section
Normally I require workplace accommodations due to a medical condition (e.g. chair or sit/stand desk etc.), but I do not have those at home

You should discuss your accommodation needs with your manager. The health, safety and well-being of every Justice employee remains a priority.

Until accommodations measures are put in place, if you require extended breaks or can only work partial days in order to avoid injury, record leave for the hours you cannot work using leave code 699. Input COVID-Technology in the ‘comments’ section

Work Limitation
Situation How to Use the Code upon return to work
I have the tools I need, and I am available to work, but there is not enough work to fill a full day As the Government prioritizes the response to COVID-19, some other work will have to slow for the time being. If your workload is less than planned pre-COVID-19 discuss with your manager other options for tasks that could be completed, that could include on-line training. If no tasks or training can be identified, record leave for the hours you cannot work using the leave code 699. Input COVID – Work Limitation in the ‘comments’ section
Other
Situation How to Use the Code upon return to work
I am required by public health officials to self-isolate, I have no symptoms of COVID-19, and I am unable to work remotely Record leave for the hours you cannot work using the leave code 699. Input COVID - Other in the ‘comments’ section
I need to get groceries or run errands for someone who is in quarantine or for people who have been asked not to leave their house, and I cannot work my regular hours in the day Speak to your manager regarding your options, including adjusting your hours of work to make up the time.

This guidance, effective March 13, 2020, will remain in effect until non-critical business is authorized to resume, or as otherwise indicated by the Treasury Board Secretariat. This may occur at different times across the country, in accordance with instructions from public health authorities.

Second Language Testing

The Public Service Commission (PSC) have extended their temporary measures for second language evaluations (SLE) until September 30th. Managers can continue to use the following two SLE measures for all appointments (indeterminate, term and acting) and deployments to bilingual positions:

  1. Exemption from the requirement to use the PSC’s SLE tests (use of alternative departmental assessment methods);
  2. Extension of the validity period of existing SLE results.

The PSC is also offering the following temporary testing options:

Managers are encouraged to contact their HR Advisor for more information about the application of SLE temporary measures or the new PSC testing options.

Student Hiring

The Department remains committed to supporting student hiring, and managers are encouraged to ramp up their student hiring efforts into May as well as honour any employment commitments already made. This will help bring on fresh talent to help the Department’s crisis response and recovery, as well as supporting young people in finding jobs and gaining work experience during the pandemic.

Managers should make every effort to support the onboarding of their students, including integration into their teams and providing them with meaningful remote work. For co-op and articling students, work assigned must be recognized by their academic institution or the Law Society’s requirements. If that work can’t be done remotely, managers should connect with the appropriate institution to discuss alternatives. For additional information, please consult your HR advisor.

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